Manage Hierarchy Preference
Introduction
etting up your organisation’s hierarchy in Zoho CRM helps control data access and visibility. Whether you’re a small business or a growing enterprise, defining clear roles and reporting structures ensures your team works efficiently and securely.
Understanding Zoho CRM Hierarchy Options
Zoho CRM offers two ways to structure your team:
- Role Hierarchy
- Reporting Hierarchy
You can set your preferred option in Company Settings. Let’s break down what each one means and how to manage it.
Step-by-Step: Manage Hierarchy Preference
Follow these steps to set or change your hierarchy preference in Zoho CRM:
1) Go to Setup (the gear icon in the top right).
2) Under General, click Company Settings.
3) Find the Hierarchy Preference section.
4) Choose between:
- Role Hierarchy – Based on job roles and organisational levels.
- Reporting Hierarchy – Based on manager-report relationships.
5) Click Save to apply your changes.
Note: You must define roles and assign them to each user, no matter which structure you choose. Each user can only have one role at a time.
Types of Hierarchy in Zoho CRM
Role Hierarchy (Default)
This structure mirrors your company’s organisational chart.
- Higher-level users can access data owned by those below them.
- For example, a Sales Manager can see records owned by their Sales Executives.
- Ideal for businesses with clearly defined teams and role-based access.
Reporting Hierarchy
This structure is based on who reports to whom, regardless of job title.
- You can assign a reporting manager to each user.
- Managers can access their direct reports' data.
- Great for flexible or matrix organisations.
Tips for Managing Users in Zoho CRM
- Choose Role Hierarchy if your team has fixed roles and structure.
- Use Reporting Hierarchy if roles are dynamic or if you need manager-level access without strict role tiers.
- Keep data secure by ensuring only the right users can view sensitive information.
- Use the Mass Transfer option in modules like Deals or Tasks if needed after deletion.
- Regularly review your hierarchy settings as your business grows or teams change.
